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Santa Clara Valley Square Dancers Association_ Inc

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					                           Santa Clara Valley Square Dancers Association, Inc.
                                             Delegate Meeting Minutes
                                                   20 May 2001
1. Call To Order - The meeting was called to order by Barry Binge at 2:45 PM, at the Chateau LaSalle Clubhouse.
2. Quorum Confirm – There was a quorum with 11 out of 16 clubs present.
3. Optional Appointment of Parliamentarian – None appointed.
4. Introduction New Delegates *– Vic & Marge Rene-Spinning Wheels, Gaylord & Ruth Bradley-Square Hoppers.
    Delegate Attendees
       Bachelor’n Bachelorettes – Audrey Ericson                  Gadabouts – Don & Joan Village
       Belle Swingers – Natalie Wahl                              Krazy Dazys – Leslie Mast
       Blossom Hill Cloggers – Dolores Meeks                      Lucky Steppers – First Absence
       Bows & Beaus – Lorraine & Lloyd Hlavka, and                Silver Buckles – Beverly Marci
         Rosalie Burkhead                                         Spinning Wheels – Vic & Marge Rene *
       Carnival Twirlers – Jerry Marci                            Square Hoppers – Andy & Velma Van Derostyne,
       Charlie’s Angels – First Absence                             and Gaylord & Ruth Bradley *
       Curli Q’s – Second Absence                                 Squares and Flares - Sixth Absence
       El Camino Reelers – Second Absence                         Top Cats – Jim Davis
   * New Delegates
5. Approval of Minutes – The 21 January minutes were corrected. A motion was made by Jim Davis and seconded
   by Rosalie Burkhead to approve the corrected 21 January minutes. Motion passed. The 18 March minutes were
   corrected. A motion was made by Jim Davis and seconded by Andy Van Derostyne to approve the corrected 18
   March minutes. Motion passed. Andy Van Derostyne minutes-service will be extended to take care of the non-
   timely last four months delivery.
6. Treasurer’s Report – Kindra Van Spyk - The detailed Treasurer reports for March are Attachments 1 and 2
   and the reports for April are Attachments 3 and 4. The Total Assets reported for 30 April 2001 are $ 19,624.45. The
   current YTD Receipts are $ 2,027.31 verses Expenses of $ 2,604.71. A motion was made by Jim Davis and
   seconded by Don Village to submit the Treasurer Reports to audit. Motion passed.
7. Reports of Officers
   President - Barry & Sandy Binge – We attended, March Whing Ding, April newer Dancer Dance, Council Meeting
   in May, Dancing at the Fair for 5 Nights, class with Bows and Beaus, Gadabouts, Katydids Dance in May, and
   marched in the Mountain View, Parade. The council wants to make a Bylaws change to delete all references to the
   membership cards. The Board recommends to the Delegates that they approve the California Square Dance
   Council Bylaws change. A motion was made by Andy Van Derostyne and seconded by Rosalie Burkhead to
   approve the Board recommendation to do away with the membership cards issued by Council. Motion passed. The
   Golden Dancer Certificates are in the mail, on their way to me (Barry) now. Also, all dancers are invited to dance at
   the State Fair, which runs from 24-31 August, at Cal Expo. Show up with badge and in dance attire and you can get
   into the Fair. The dancing is from 6:00 PM - 7:00 PM, however you can go early and see the fair. With over 600
   tickets in the pot, the Early Bird $ 500.00 cash award for the 2002 State Convention went to Diane Manning who
   was actually in attendance from Cal Counties.
   First Vice-President - Vacant
   Second Vice President – Mary Knoppe - Mary has been working on Dancing at the Fair. She put together the
   schedule and distributed the parking passes. I look forward to getting back to regular dancing.
   Recording Secretary - Randy Clarke – I am sorry that I have been out of town for the last two meetings, causing
   the minutes to be VERY delayed. I will now be available for the next several meetings. When I am home I dance
   regularly with the El Camino Reelers. I danced at the El Camino Reelers “The Prom” dance on Saturday, 19 May.
   Correspondence – Mary Knoppe (acting) – Correspondence          received between 14 March 2001 & 19 May 2001.
    Ø Bank Statements – to Kindra Van Spyk.              Ø          Letter from High Sierra Camp.
    Ø April and May Prompters.                           Ø          CA Franchise Tax 2000 Refund Check $ 10.00.
    Ø Public Storage April Invoice - to Kindra Van Spyk. Ø          Public Storage May Invoice - to Kindra Van Spyk.
    Ø Receipt for SJ Unified for Presidents Ball.        Ø          Public Storage June Invoice - to Kindra Van Spyk.
8. Reports of Standing Committees
     th
   45 Jubilee – Jim Davis and Sue Lietz-Davis – Top Ten Callers are:
           Don Thomson               Andy Shore              Jim Osborne              Don Lewis     Kip Garvy
           Harold Fleeman            Keith Ferguson          Larry Davenport          Gary Carnes   Charlie Brown.
   Thanks to all clubs for helping to get the Top Ten Caller Ballots done so quickly.
   We request the approval of the following appointments: Secretary, Hospitality - Jeanne Gaskill, Youth Liaison -
   Carissa Powell, Vendor Chair - Kindra Van Spyk. A motion was made by Jim Davis and seconded by Lloyd Hlavka
   SCVSDA Delegate Minutes – 20 May 2001                                                                    Page 1 of 6
                                                                                                       th
   to approve the above appointments. Motion passed. The $ 47.16 outstanding check from the 44 Jubilee has been
                   th
   cashed. The 45 Jubilee checking account balance is $ 3,831.00. New flyers available, old flyers are fine,
   difference is we are asking what entree choice is. All flyers that are available are ok to use. See last meeting
   minutes for the current program schedule.
   Jubilee, Travel Coordinator – Mary Knoppe – No Report
   Insurance - Mary Knoppe – This is the time of the year according to the Santa Clara Valley Square Dancers
   Association, Inc. bylaws we request each club to submit a current club roster listing members by name with
   address. Please indicate on the roster which members pay their annual Membership/Insurance dues with another
   club and state that club by name. (Only one club needs to submit the dues.)
   A Club Information Sheet has been provided to each club and should be returned with the club roster. Collect $
   9.00 for each member, ($ 6.25 for membership, $ 2.75 for insurance.) Should the club membership dues fall below
   $ 81.00, please pay the $ 81.00 minimum. (This amount covers both membership and insurance. The minimum
   annual club membership is $ 81.00 voted at the March 2001 Board/Delegate Meeting.)
   Remember your caller; did you include insurance dues for caller and callers’ partner in order to maintain their
   insurance “while dancing” coverage?
   The rosters together with payment are due 1 June of each year, delinquent 31 July. Please be prompt! If you have
   any questions or comments please feel free to call: 650-941-3419 or E-Mail: mbethkool@aol.com me. Mail the
   rosters, membership/insurance to the Santa Clara Valley Square Dancers Association, Inc., PO Box 61442,
   Sunnyvale, CA 94088-1442.
   Caller Procurement – Jim Davis – No Report
9. Reports of Special Committees
   Bylaws Committee - Barry Binge – No Report
   Calendar – Lorraine Hlavka – I would like to have the clubs give me information for the SCVSDA 2002 calendar. I
   would like to have dates and locations for Hoedowns, names with telephone numbers of the club’s contact person,
   any address changes and any caller or club location changes. My E-Mail address is lhlavka@earthlink.net .
   Dancing at the Fair - – Mary Knoppe – Some swingers 2001 were sold. Badge/swinger order(s) were also
   received. When the fair is over, the requested items report will be formed. This listing will be sent to clubs for review
   for complete and accurate information. When the ordered items are delivered the contact will be made for payment
   and delivery. A motion was made by Rosalie Burkhead and seconded by Randy Clarke to pay an honorarium to
   Michael Westerman for his big help at the Fair. Without objection motion passed.              Attendance Recap:
   Monday, 14 May – Blossom Hill Cloggers                                                                         25
   Tuesday, 15 May – No scheduled dance session
   Wednesday, 16 May – Bows & Beaus, El Camino Reelers, Gadabouts, Krazy Dazys and Rafter Rockers 117
   Thursday, 17 May – Spinning Wheels, Square Hoppers, Sunnyvale Singles                                          75
   Friday, 18 May – Carnival Twirlers, Silver Buckles, Katydids, Silver Squares                                   52
            For a 5-day total of:                                                                                269
   Public Relations - Vacant -
   Fiesta Dance – Kindra Van Spyk – The June dance is not going to happen.
   Webmaster - Kindra Van Spyk – The SCVSDA Web page is up at http://www.glyphic.com/scvsda/. John Sybalsky
   has been working on the site appearance and content. It has had a MAJOR transformation. Take a look.
10. Unfinished Business – None
11. New Business – Here is the list of which clubs for which each Director is responsible.
   Rosalie Burkhead – Bachelor ‘n Bachelorettes, Belle Swingers, Bows and Beaus, Charley’s Angels, and
           Gadabouts.
   Lloyd Hlavka – Curli Q’s, Lucky Steppers, Spinning Wheels, Krazy Dazys, and Blossom Hill Cloggers.
   Jim and Sue Davis – Carnival Twirlers, Silver Buckles, Top Cats, El Camino Reelers, Squares and Flares, and
           Square Hoppers.
   Peterson School contact info. - Sunnyvale School Dist. Contact James McGuire, 408-720-8540 for space available.
12. Good and Order – Remember to collect flyers from the back table to take to your club. The Bows & Beaus are
   the current holders of the Buckskin. Go and try for it on Monday or Wednesday nights. The current holder of the
   Buckskin must surrender and make it available at Whing Dings.
13. Adjournment – A motion was made by Lloyd Hlavka and seconded by Jim Davis to adjourn the meeting. Motion
   passed at 4:23 PM.
                                                              Submitted Electronically, 27 May 2001
                                                              By Randy Clarke, Recording Secretary
   SCVSDA Delegate Minutes – 20 May 2001                                                                       Page 2 of 6
                                                   Attachment 1
Santa Clara Valley Square Dancers Association
Financial Bank Activity report from 1 March through 31 March 2001
BANK OF AMERICA - GENERAL CHECKING ACCOUNT
General Checking Beginning Balance 1 March 2001                                                               $ 3,598.25
RECEIPTS
03/31/2001      No receipts in March 2001                                                      $      0.00
                                                                                               $
                                                                                               $
                                                                                               $
                Total Receipts                                                                                $      0.00
EXPENSES
03/18/2001   316 Public Storage                    April 2001                                  $    144.00
03/18/2001   317 Chateau LaSalle Social club       Meeting Donation                            $     15.00
03/18/2001   318 Barry Binge                       Reimbursment for State Council Attendance   $    200.00
03/18/2001   319 Jiffi Badges                      Invoice # 30122                             $     41.50
03/18/2001   320 The Prompter                      Whing Ding Ad                               $     60.00
03/18/2001   321 Void                                                                          $      0.00
03/24/2001   322 Mary Knoppe                       General Expenses                            $     23.86
03/24/2001   323 Jiffi Badges                      Invoice # 30128                             $    140.00
03/24/2001   324 Void                                                                          $      0.00
03/31/2001   325 California Square Dance Council   Insurance payment                           $     10.80
03/31/2001   326 Mary Knoppe                       Whing Ding Expenses                         $     14.39
             327 To Be Written                     Whing Ding Payment to school                $      0.00
03/31/2001   328 Santa Clara Caller Association                                                $     98.68
                                                                                               $
               Total Expenses                                                                                 $   748.23
General Checking Ending Balance 31 March 2001                                                                 $ 2,850.02

BANK OF AMERICA - GENERAL SAVINGS ACCOUNT
                Beginning Balance – 1 March 2001                                               $   2,356.08
                Interest – March                                                               $       2.00
                Ending Balance 31 March 2001                                                                  $   2,358.08

BANK OF AMERICA - INSURANCE SAVINGS ACCOUNT
                Beginning Balance – 1 March 2001                                               $    550.85
                                                                                               $
                                                                                               $
                                                                                               $



                Interest – March                                                               $      0.47
                Ending Balance 31 March 2001                                                                  $    551.32

BANK OF AMERICA - CD ACCOUNT – Maturity Date – 09 August 2001
                Beginning Balance - 1 March 2001                                               $   5,987.16
Rate 4.50%      Estimated Interest – March                                                     $      24.00
                Ending Balance 31 March 2001                                                                  $   6,011.16

BANK OF AMERICA - CD ACCOUNT – Maturity Date – 15 October 2001
                Beginning Balance – 1 March 2001                                               $   7,263.72
Rate 4.74%      Estimated Interest – March                                                     $      29.30
                Ending Balance 31 March 2001                                                                  $   7,293.02

45th JUBILEE ACCOUNT
                See separate financial report               Carried as $ 3,000.00                             $   3,000.00

                                            th
                TOTAL ASSETS – 45 Jubilee account EXCLUDED                                                    $ 19,063.60




SCVSDA Delegate Minutes – 20 May 2001                                                                         Page 3 of 6
                                                Attachment 2
Santa Clara Valley Square Dance Association
Revenue and Expenses for Year to Date versus Budget: 31 March 2001

                                            Balance       Current        Year to        Budget          Year to
                                            Forward     Transactions      Date            for             Date
                                            02.28.01      03.31.01      03.31.01       2000-2001       vs Budget

RECEIPTS
     Convention Surplus                 $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     Dancing at the Fair                $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Insurance Fees                     $       79.75    $       0.00   $      79.75   $    1,650.00   $   1,570.25
     Interest- CD                       $      217.80    $      53.30   $     271.10   $      400.00   $     128.90
     Interest- Insurance Acct           $        2.32    $       0.47   $       2.79   $       10.00   $       7.21
     Interest- Savings Acct             $        7.73    $       2.00   $       9.73   $      100.00   $      90.27
     Interest- Jubilee Acct.            $        0.00    $       0.00   $       0.00   $       10.00   $      10.00
     Jubilee Surplus                    $      253.26    $       0.00   $     253.26   $      600.00   $     346.74
     Membership Fees                    $      168.75    $       0.00   $     168.75   $    3,750.00   $   3,581.25
     Other                              $      291.08    $       0.00   $     291.08   $        9.00   $     282.08
     Whing Dings                        $        0.00    $       0.00   $       0.00   $    2,800.00   $   2,800.00
     Fiesta Dances May/September        $      390.00    $       0.00   $     390.00   $      800.00   $     410.00
     TOTAL RECEIPTS                     $    1,410.69    $      55.77   $   1,466.46   $   10,229.00   $   8,762.54

EXPENSES
     Calendars and Handouts             $      341.95    $       0.00   $     341.95   $      300.00   $      41.95
     Dancing at the Fair                $        0.00    $       0.00   $       0.00   $      150.00   $     150.00
     Historian                          $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     Inaugural Festivities              $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Insurance                          $       82.60    $      10.80   $      93.40   $    1,650.00   $   1,556.60
     Operating                          $       57.43    $      65.36   $     122.79   $      800.00   $     677.21
     Other                              $        0.00    $       0.00   $       0.00   $      149.00   $     149.00
     PO Box & Safety Deposit Box        $       44.00    $       0.00   $      44.00   $       85.00   $      41.00
     Professional & Auditor             $        0.00    $       0.00   $       0.00   $      500.00   $     500.00
     Public Relations                   $        0.00    $       0.00   $       0.00   $      200.00   $     200.00
     Rent -Meeting Hall                 $       45.00    $      15.00   $      60.00   $      400.00   $     340.00
     State Council - Travel & Lodging   $      200.00    $     200.00   $     400.00   $      800.00   $     400.00
     State Council – Hospitality        $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     State Council – Dues               $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Storage                            $      542.00    $     144.00   $     686.00   $    1,700.00   $   1,014.00
     Taxes and Filing Fees              $       30.00    $       0.00   $      30.00   $       20.00   $      10.00
     Whing Dings                        $       20.00    $     313.07   $     333.07   $    2,000.00   $   1,666.93
     Youth Fund                         $        0.00    $       0.00   $       0.00   $       75.00   $      75.00
     Fiesta Dances May/September        $      493.50    $       0.00   $     493.50   $    1,200.00   $     706.50
     TOTAL EXPENSES                     $    1,856.48    $     748.23   $   2,604.71   $   10,229.00   $   7,624.29

      BALANCE                           $     445.79     $     692.46   $   1,138.25   $ Balanced      $   1,138.25




 SCVSDA Delegate Minutes – 20 May 2001                                                                 Page 4 of 6
                                                   Attachment 3
Santa Clara Valley Square Dancers Association
Financial Bank Activity report from 1 February through 30 April 2001
BANK OF AMERICA - GENERAL CHECKING ACCOUNT
General Checking Beginning Balance 1 April 2001                                                      $ 2,850.02
RECEIPTS
04/04/2001      Transfer from Insurance            To Checking                        $     10.80
04/04/2001      Whing Ding Donations               31 March 2001                      $    455.00
04/04/2001      Whing Ding 50/50                   31 March 2001                      $     35.00
04/04/2001      Whing Ding Dangles                 31 March 2001                      $      6.00
                                                                                      $
                                                                                      $
                Total Receipts                                                                       $   506.80
EXPENSES
04/30/2001      No checks were issued              April 2001                         $      0.00
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
                                                                                      $
               Total Expenses                                                                        $     0.00
General Checking Ending Balance 30 April 2001                                                        $ 3,356.82

BANK OF AMERICA - GENERAL SAVINGS ACCOUNT
                Beginning Balance – 1 April 2001                                      $   2,358.08
                Interest – April                                                      $       1.94
                Ending Balance 30 April 2001                                                         $   2,360.02

BANK OF AMERICA - INSURANCE SAVINGS ACCOUNT
                Beginning Balance – 1 April 2001                                      $    551.32
04/04/2001      Transfer from Insurance Account to checking                           $     10.80
                                                                                      $
                                                                                      $



                Interest – April                                                      $      0.45
                Ending Balance 30 April 2001                                                         $    540.97

BANK OF AMERICA - CD ACCOUNT – Maturity Date – 09 August 2001
                Beginning Balance - 1 April 2001                                      $   6,011.16
Rate 4.50%      Estimated Interest – April                                            $      34.00
                Ending Balance 30 April 2001                                                         $   6,045.16

BANK OF AMERICA - CD ACCOUNT – Maturity Date – 15 October 2001
                Beginning Balance – 1 April 2001                                      $   7,293.02
Rate 4.74%      Estimated Interest – April                                            $      28.46
                Ending Balance 30 April 2001                                                         $   7,321.48

45th JUBILEE ACCOUNT
                See separate financial report                 Carried as $ 3,000.00                  $   3,000.00

                                          th
                TOTAL ASSETS - 45 Jubilee account EXCLUDED                                           $ 19,624.45




SCVSDA Delegate Minutes – 20 May 2001                                                                Page 5 of 6
                                                Attachment 4
Santa Clara Valley Square Dance Association
Revenue and Expenses for Year to Date versus Budget: 30 April 2001

                                            Balance       Current        Year to        Budget           Year to
                                            Forward     Transactions      Date            for             Date
                                            03.31.01      04.30.01      04.30.01       2000-2001       vs Budget

RECEIPTS
     Convention Surplus                 $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     Dancing at the Fair                $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Insurance Fees                     $       79.75    $       0.00   $      79.75   $    1,650.00   $   1,570.25
     Interest- CD                       $      271.10    $      62.46   $     333.56   $      400.00   $      66.44
     Interest- Insurance Acct           $        2.79    $       0.45   $       3.24   $       10.00   $       6.76
     Interest- Savings Acct             $        9.73    $       1.94   $      11.67   $      100.00   $      88.33
     Interest- Jubilee Acct.            $        0.00    $       0.00   $       0.00   $       10.00   $      10.00
     Jubilee Surplus                    $      253.26    $       0.00   $     253.26   $      600.00   $     600.00
     Membership Fees                    $      168.75    $       0.00   $     168.75   $    3,750.00   $   3,581.25
     Other                              $      291.08    $       0.00   $     291.08   $        9.00   $     282.08
     Whing Dings                        $        0.00    $     496.00   $     496.00   $    2,800.00   $   2,304.00
     Fiesta Dances May/September        $      390.00    $       0.00   $     390.00   $      800.00   $     410.00
     TOTAL RECEIPTS                     $    1,466.46    $     560.85   $   2,027.31   $   10,229.00   $   8,201.69

EXPENSES
     Calendars and Handouts             $      341.95    $       0.00   $     341.95   $      300.00   $      41.95
     Dancing at the Fair                $        0.00    $       0.00   $       0.00   $      150.00   $     150.00
     Historian                          $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     Inaugural Festivities              $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Insurance                          $       93.40    $       0.00   $      93.40   $    1,650.00   $   1,556.60
     Operating                          $      122.79    $       0.00   $     122.79   $      800.00   $     677.21
     Other                              $        0.00    $       0.00   $       0.00   $      149.00   $     149.00
     PO Box & Safety Deposit Box        $       44.00    $       0.00   $      44.00   $       85.00   $      41.00
     Professional & Auditor             $        0.00    $       0.00   $       0.00   $      500.00   $     500.00
     Public Relations                   $        0.00    $       0.00   $       0.00   $      200.00   $     200.00
     Rent -Meeting Hall                 $       60.00    $       0.00   $      60.00   $      400.00   $     340.00
     State Council - Travel & Lodging   $      400.00    $       0.00   $     400.00   $      800.00   $     400.00
     State Council – Hospitality        $        0.00    $       0.00   $       0.00   $        0.00   $       0.00
     State Council – Dues               $        0.00    $       0.00   $       0.00   $      100.00   $     100.00
     Storage                            $      686.00    $       0.00   $     686.00   $    1,700.00   $   1,014.00
     Taxes and Filing Fees              $       30.00    $       0.00   $      30.00   $       20.00   $      10.00
     Whing Dings                        $      333.07    $       0.00   $     333.07   $    2,000.00   $   1,666.93
     Youth Fund                         $        0.00    $       0.00   $       0.00   $       75.00   $      75.00
     Fiesta Dances May/September        $      493.50    $       0.00   $     493.50   $    1,200.00   $     706.50
     TOTAL EXPENSES                     $    2,604.71    $       0.00   $   2,604.71   $   10,229.00   $   7,624.29

      BALANCE                           $    1,138.25    $     560.85   $    577.40 $ Balanced         $    577.40




 SCVSDA Delegate Minutes – 20 May 2001                                                                 Page 6 of 6

				
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